Administrative and Facilities Executive

Contract: 12 months (renewable)

Employment: Outsourced through Manpower Middle East

Role:

This role will be based in Dubai, responsible for organizing online and offline activities/events/town halls. We are looking for someone with Service with a Smile in his/her DNA, ready to go the extra mile to achieve the best outcome, a constant focus in wanting to enhance customer experiences at all times.

Administrative/Office Support:

Provide excellent and delightful service to employees and guests; assist with enquires and requests

Anticipate needs, respond promptly, maintain positive customer service experience at all times

Prompt and accurate data upload and update (e.g. Monthly Scorecard, Workspace Management, service request tickets)

Represent Admin & Workspace Team as the main point of contact to provide administrative/event support

Manage relationship with office vendors (e.g. cleaners, office assistant, deliveries etc.)

Responsible for the purchasing of goods and services. Order and replenish office and pantry supplies

Review vendor contracts and proceed procurement through cost-effective bids and negotiates with suppliers to meet quality, delivery, and cost objectives

Maintain accurate report/tracker of office inventory and property/equipment records

Assist HR and IT in New Hire On-Boarding process (assigning work station, business cards ordering, provide card access keys etc.)

Employee contact list update

Maintain a professional and tidy office, responsible for smooth daily office operations

Participate in newsletter publication with HR OC or related tasks

Prompt and accurate data update/creation (e.g. Scorecard, Workspace Management, iService tickets)

Responsible for monthly and annual budget development; analysis and actual spent

Responsible for prompt payment, avoid late payment penalties

Ensure no service/work without purchase order issuance

Serve as liaison for building management office

Events:

Responsible for planning and execution of events and festival celebrations from conceptualization of theme/activity to planning and execution.

Coordinate and facilitate event logistics including liaising with vendors and participants

Close collaboration with HR and OC (Organizational Culture) Teams

Document accurate report/tracker of event timeline, milestone and cost elements

Responsible for event promotion and publicity through media channels such as newsletter, poster, digital screens etc.

Work with Survey Team to ensure prompt dissemination of event survey. Follow-up with feedback

received and close gaps if any.

Travel:

Provide travel assistance, advise on travel arrangements including air tickets, hotel reservations,

local/ground transportation, car rental, travel visa applications etc. and offer informed and insightful recommendations

Listen and lead the conversation to solve problems in a timely manner

Work closely with appointed Travel Vendor to ensure smooth ticketing experience

Others:

Support other team members of the Admin & Workspace Team as and when required

Ready to take-on additional roles and responsibilities when assigned.